February 1, 2010

2/20/2010

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Minutes from Kailua Intermediate School Band Booster Meeting

Feb. 1, 2010    KIS Band Room

The meeting was called to order at 7:30 p.m. Present were: Kristi Kusunoki, Laura Sueda, Cheryl & Steven Sonoda, Loreen Farr and Stacye Gallo. 

The Secretary’s minutes from the meeting on Jan. 25 were reviewed and approved.

Treaurer’s Report:

Bill Tiffany was unable to attend the meeting. He will send board members an update on the account by e-mail. Cheryl informed the board that we will need to pay taxes on the funds raised from the Hot Dog/ Chili Dinner and Bake Sale held during the Winter Concert. So Bill will need to subtract that amount from our earnings before he tallies our funds for the trip to Anaheim, she said.

Upcoming Fund-raisers:

·        Pizza Hut & McDonald’s--Kristi is checking into organizing events at these two restaurants. With both of these, families are encouraged to buy food at the restaurant on a specific day. The band will receive a portion of the proceeds. Customers must indicate that they are ordering food to help support the Kailua Intermediate School Band. Cheryl said that when the Kailua High School Band held their fund-raiser at McDonald’s, the students were asked to help with jobs, such as wiping down the tables—but not preparing food. Steven said a local soccer team he’s familiar with had great success with their Pizza Hut fund-raiser. About 30 families participated, and they made a lot of money. There are some restrictions: With McDonald’s orders must be placed inside—not at the drive-through window; and with Pizza Hut, orders must be picked up—not delivered.

·         HI-5 Recycling Day & Rummage Sale--Sat., Feb. 6, from 8 a.m. to noon

The events will be held in the Kailua Intermediate School parking lot. Helpers are needed Thursday, Feb. 4, from 3:30 to 5 p.m. to sort, organize and price items for the yard sale. Kristi said she has asked the students to remain after rehearsal on Thursday to help with these tasks. Funds raised through this HI-5 Recycling Day and Rummage Sale will be used for the trip to Anaheim. 

·        7-11 Coupon Books—Kristi reported that about 50 of the 7-11 Coupon Books are still available. Rather than lose money on them, she recommended that we try to sell the books at Saturday’s Rummage Sale to recoup the cost. All students have turned in their money from the coupon book sales. Kristi has asked Bill to prepare the final numbers by Monday, Feb. 8, so she can see how much each student has in his or her account. For students who are traveling to Anaheim, this money will be used to reduce their trip costs.  

·        Harold K.L. Castle Foundation Windward Youth Leadership Fund—Laura reported that we should receive feedback on our application in about three weeks.

Upcoming Activities:

·        Joint Rehearsal with Kailua High Band—Sat., Feb. 13, 10 a.m. to 1 p.m.

Students will rehearse at Kailua Intermediate School in preparation for the joint concert on Feb. 16. Kristi said that our students know they should bring food for the potluck lunch. (The high school students provided lunch for everyone when they hosted a similar practice at their school on Jan. 30.) 

·        Windward Mall Concert—Thursday, March 11

So far, one person has volunteered to transport equipment, Kristi said. More volunteers are needed to move instruments and stands to the mall. Board members agreed to make calls and send e-mails to get help after the Feb. 16 joint concert. 

New Business:

·        Penalty for Trip Cancellations--Kristi said the agent from Seawind Travel recently informed her that they were going to have to pay quite a lot in airline cancellation fees because so many people dropped out of the trip to Anaheim. The agent said that it’s normal to have a few cancellations. However, with our group, a lot of people who initially signed up and paid the $25 deposit cancelled their plans before the first payment was due. Those who cancelled by that date were refunded their deposit. Now the travel agent is facing a substantial penalty from the airline. Kristi asked the board to consider how to handle this situation. 

Kristi suggested that since we allotted $550 for the Disney Concert Hall tour, but that the agent subsequently found a free tour, perhaps we could use that money to reimburse the travel agency for the airline penalties. 

The board requested that Kristi ask the agent exactly how much they are facing in cancellation fees. Once we know the figure, we can make an informed decision on how to proceed. The board also recommended that we:

o       Increase the amount for the deposit next year, and consider making it non-refundable, to cover such cancellation penalties;

o       Meet at the end of this year to discuss the Anaheim trip, record lessons learned and make recommendations for future trips; and

o       Review the amounts earned through various fund-raising activities this year to provide realistic expectations of how much we can contribute toward travel costs next year.

·        Tips for Trip--Kristi said the price of the trip includes tips for the bus drivers. However, there will be an additional cost of $2 to $3 per day for housekeeping. The board agreed to use $140 from the emergency fund to cover housekeeping.

Other:

  • Adding Agenda Items—If you have an item you would like to add to the agenda, please call or e-mail President Laura Sueda four days before the meeting. Her number is: 714-743-1088, and her e-mail address is [email protected]
  • Next Meeting—Monday, March 1, at 7 p.m. (new time) in the band room.
    The meeting was adjourned at 8:23 p.m.

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January 25, 2010

2/3/2010

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Minutes from Kailua Intermediate School Band Booster Meeting

January 25, 2010    KIS Band Room

The meeting was called to order at 6:15 p.m. Present were: Kristi Kusunoki, Cheryl & Steven Sonoda, Bill Tiffany, Loreen Farr and Stacye Gallo. Laura Sueda sent her apologies for not attending due to a work obligation.

The Secretary’s minutes from the meeting on Jan. 11, 2010, were reviewed and approved.

Bill explained that during this special meeting, we should discuss and vote on three primary funding issues:
  1. The amount that will be allocated for emergencies/tips for the Anaheim trip;
  2. The amount that will be divided equally among each traveler;
  3. The amount that will be allotted to Kristi for the General Fund (band program’s operating budget)
Emergency Funding for Anaheim Trip (Issue #1)

Bill recommended that we allot $500 for “pocket money” to cover emergencies or tips on the Anaheim trip. The board discussed and unanimously approved the allocation. Board members agreed to give Kristi $100 in cash and a check for $400, which can be cashed if needed. Bill will sign the check. Kristi and Vickey will endorse it in California if they need to cash it. Kristi will ask the travel agent whether tips are already included in the price of the trip. 

Educational Outing for Anaheim Trip

Kristi said that when she submitted the itinerary to school officials for approval, she was instructed to add an educational aspect to the trip—above and beyond the practicing, rehearsing and performing already included. So she revised the schedule and proposed that the students tour an extraordinary music auditorium—the Disney Concert Hall. She said it will give the students a chance to see a performance space that features amazing acoustics. There may be an additional cost (estimated at $500) for the charter bus and entrance fees. The board agreed unanimously to cover the cost of an educational activity through the HI-5 fund-raisers to avoid having to increase the cost for each traveler. 

Medieval Times Dinner during Anaheim Trip 

To express thanks “for watching our kids,” the board agreed to pay for the chaperones’ dinner during the Medieval Times outing. The estimated cost is $280 ($40 x 7 chaperones). The money will come from the HI-5 Recycling fund-raisers. Bill will give the travel agent a list of the chaperones’ names.

Amount to be Divided Equally among Each Traveler (Issue #2)

Bill said that approximately $2,000 has been raised for the trip through the HI-5 Recycling fund-raisers and half of the Winter Concert fund-raising activities—chili/hot dog dinners, bake sale and silent auction. (The board agreed at the Dec. 8 meeting to allocate half of the Winter Concert profits for the trip.) 

Once the amounts are subtracted for the chaperones’ dinners ($280) and the students’ educational outing on the trip (@$500), there will be approximately $1,200 remaining from the two fund-raisers. Cheryl made a motion that whatever funds are left over after paying for the chaperones’ dinners and the educational outing, those funds (estimated at $1,200) will be distributed equally among the travelers. Loreen seconded the motion. The motion was approved by a unanimous vote. If the educational outing exceeds the $500 estimate, the board agreed to cover any additional cost. 

It was also noted that in addition to the funds that will be split equally among the travelers, every student going on the trip can use the profits that he or she earned from selling the Auntie’s Ono Cookies and 7-11 Coupon Books to reduce their travel expenses. Bill informed the board that in order for students to use their 7-11 profits for the trip, they must turn in the coupon book funds by Thursday, Jan. 28. Loreen agreed to send out an e-mail to reinforce the importance of the deadline. 

Amount to be Allotted to Kristi for the General Fund (Item #3)

Bill reported in his e-mail to the board (dated Jan 13, 2010) that there will be approximately $14,201.72 in the booster account after anticipated 7-11 funds are collected. If the following are subtracted:

$4,700 (individual student accounts)

$1,200 (funds split among travelers)

$   500 (emergency trip funds)

$   500 (educational outing)

$   280 (chaperones’ dinner)

then about $7,021.72 will be left in the booster account. The board was reminded that the band will hold more fund-raisers this school year, so the account will continue to grow. Bill estimates that the band will earn about $1,500 from the chili/hot dog dinners and bake sale at the upcoming band concert on Feb. 16. In addition, he predicts that future HI-5 recycling days will yield about $500. 

At the meeting on Jan. 11, President Laura Sueda requested that the board allocate $7,000 to Kristi for the band program. Based on that request and the funds available, the board agreed tonight to allocate $7,000 to Kristi for general operating expenses for the rest of this school year and seed money for next year. The motion was made by Stacye, seconded by Bill and approved unanimously. 

Gift Cards for Volunteer Musicians

Kristi recommended that the band show it’s appreciation to the 8 musicians who volunteered their time to coach and work with the band students during the extended rehearsal on Saturday, Jan. 23. The board discussed the issue and agreed to purchase a $25 I-Tunes gift card for each volunteer. The anticipated cost will be $200 ($25 x 8 musicians). Bill volunteered to get the cards for the volunteers.

 Amendment to Motion Passed at Last Meeting

Cheryl recommended that the board amend a motion passed by unanimous vote at the meeting on Jan. 11. The original motion stated that “for any 8th-grader who has a balance in his or her account at the end of the school year, that money will go back to the general fund.” At tonight’s meeting, she proposed that the board amend that statement to say “any student leaving the band program” rather than “any 8th-grader,” since some 7th-graders may choose not to take band in the 8th grade. That way all funds left over will roll over to the band program’s general fund for the next school year. The amendment was approved by unanimous vote. 

Other
  • Adding Agenda Items—If you have an item you would like to add to the agenda, please call or e-mail President Laura Sueda four days before the meeting. Her number is: 714-743-1088, and her e-mail address is [email protected]
  • Next Booster Meeting—Monday, Feb. 1, at 7:30 p.m. in the band room. 
The meeting was adjourned at 7:10 p.m.

Minutes taken and respectfully submitted by Stacye Gallo.


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January 11, 2010

2/3/2010

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Minutes from Kailua Intermediate School Band Booster Meeting

January 11, 2010    KIS Band Room

The meeting was called to order at 6:38 p.m. Present were: Kristi Kusunoki, Laura Sueda, Cheryl & Steven Sonoda, Bill Tiffany, Loreen Farr, Stacye Gallo, and Dean Nakamaejo.

The Secretary’s minutes from the meeting on Dec. 8, 2009, were reviewed and approved.

Treasurer’s Report: 
  • Current KIS Band Booster Balance—Bill reported that the balance in the account is $10,280. 
  • This amount includes $1,540 raised during the Winter Concert on Dec. 10. The breakdown from the event is as follows:
    • $902—Chili/Hot Dog Dinners
    • $332—Bake Sale
    • $143—Donations
    • $256—Silent Auction 
    • Less $94 retained for cash box
  • 7-11 Coupon Books--Bill said that $1,900 was used to purchase 600 coupon books. Each student was given a packet of 5 books before winter break. Students are selling the books for $5 each. Sales have been strong. Some students have requested more books to sell. The fund-raiser deadline has been extended to Jan. 21 to allow for extra sales. Bill expects this activity to yield $3,000 in profit.
  • Anticipated Balance--At this point, Bill estimates that the Band Booster account will hold about $14,500 after the 7-11 Coupon Book and HI-5 Recycling monies are collected. 
  • Bill requested contact information for last year’s Treasurer so that he can get some information needed to prepare the Booster club’s taxes. 
Distribution of Funds

Booster President Laura Sueda proposed that we make a motion to allocate $7,000 for Kristi to use for the band program. This would be about half of the booster account. Based on Kristi’s anticipated expenses for next year, which include purchasing and repairing instruments and other supplies, Laura felt this amount would provide an adequate “cushion” for the band program. 

The board then discussed the issue. One key concern was how to break down the funds for the Anaheim trip. The board members talked about how in some cases, such as with the 7-11 Coupon Books and Auntie’s Ono Cookies, the breakdown is clear, since sales are tracked for each student. The more a student sells, the more he or she earns individually. The 8th graders who are going on the trip can use their funds to off-set their travel costs. The 7th graders’ earnings will roll over to their accounts for next year. 

In other cases, though, the breakdown is not so clear, such as with the HI-5 Recycling drives. The concern was how to give extra “credit” to students and parents who have actively served during group fund-raisers. Sign-in sheets have been used to track participation. One recommendation was to allocate “credits” to those who have worked at the events. Cheryl explained that at Kailua High School, if you work at an event, you get credit for your participation. The point was made that people participate in different ways: some show up and work that day; others collect a lot of cans and bottles and drop them off; and still others encourage many friends and neighbors to bring recyclables to the event—and some do all of the above. The contribution is in man-hours for some people; for others, it’s in money-earning recyclables. Some board members felt that the reason we do these activities is to build a team and support the band as a whole. How do you break it down? On the other hand, how do you recognize the people who have put in many extra hours on Saturday mornings?

Board members were reminded that the band will hold fund-raisers after the Spring Break trip to Anaheim, so we will have more opportunities to earn money for next year.

Dean pointed out that we need to “zero out” the funds for the 8th graders. Cheryl made a motion that for any 8th-grader who has a balance in his or her account at the end of the school year, that money will go back to the general fund. Bill seconded the motion. 

Since there were many concerns and unanswered questions regarding how to distribute the funds, the board asked Bill to prepare a breakdown of how much money the band has in each area and to e-mail that to the board. Then we agreed to hold a meeting on Monday, Jan. 25, at 6 p.m. in the band room to: review the numbers; decide how to distribute revenue from fund-raising; and vote on allocating $7,000 to Kristi for the band.

New Business:

Extended Band Practice (Advanced Band)—Fri. & Sat., Jan. 22-23, 2010
In preparation for the upcoming performances, Kristi is organizing an extended practice for members of the Advanced Band. Students will practice with other band directors and UH students. Event is 4:30 p.m. to 8 p.m. on Jan. 22, and from 9 a.m. to 4 p.m. on Jan. 23. Attendance is mandatory. Event held at KIS.
  • Pizza Hut Fund-raiser—Alan Kubota has volunteered to look into this. Kristi has given him the background information.
  • HI-5 Recycling & Rummage Sale--Saturday, Feb. 6, 2010, 8 a.m. - noon
Vickey has suggested that we do more advertising by listing announcements in the Mid-Week circular and the school bulletin, sending flyers home with students, and posting notices around town. It was also suggested that we send out e-mail notices promoting the event. The message could list the types of items we can accept for the rummage sale (gently used toys, household items, clothes, etc.) and the stuff we must avoid—furniture, computers, mattresses and other bulky items. A few key notes:
  1. This event will require a lot of volunteers.
  2. Helpers are needed to price items on Thursday, Feb. 4, from 3-5 p.m.
  3. Many people are needed to set up tables, move items from band room to parking lot, and place items out for sale.
  4. Lots of tables and tents are needed. 
  • Solo Ensembles (Optional)—Sunday, Feb. 14, 2010, at UH
This is an optional event for students in their second year of band to perform in a solo, duet or small group ensemble. Students can earn medals. Registration is $6, $8 or $10, depending on the level of difficulty of the music. In addition, if the piece requires a piano accompanist, the cost is about $50 more.
  • Joint Concert with Kailua High School Band—Tuesday, Feb. 16
Advanced Band students will perform with the high school at KIS. Event held to encourage students to join the band program in whichever high school they attend. We will hold another Chili/Hot Dog Dinner & Bake Sale. The board passed a motion to earmark these proceeds for the general fund. Cheryl suggested that we give each high school student a ticket to receive one free dinner for helping with the event. All agreed. We are looking for a volunteer to organize the Bake Sale. 
  • Windward Mall Concert—Thursday, March 11, 2010
Help is needed with transporting equipment. Last year we used four vans and a truck for instruments only. Vehicles need to be at the school by 2:30 p.m. We will take the music stands but not the chairs.
  • Meeting about Anaheim Trip—Kristi will check with Seawind Travel and try to schedule a meeting for Thursday, Feb. 25, at 6:30 p.m. in the band room for all parents of students attending the trip. The chaperones will meet afterward.
Other:
  • Adding Agenda Items—If anyone has an item they would like to add to the agenda, please call or e-mail Booster President Laura Sueda four days before the meeting. Her number is: 714-743-1088, and her e-mail `address is [email protected]
  • Next Booster Meeting—Monday, Feb. 1, 2010, at 7:30 p.m. in the band room. 
The meeting was adjourned at 8:05 p.m.

Minutes taken and respectfully submitted by Stacye Gallo.





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December 8, 2009

2/3/2010

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Minutes from Kailua Intermediate School Band Booster Meeting

December 8, 2009    KIS Band Room

The meeting was called to order at 7:37 p.m. Present were: Kristi Kusunoki, Laura Sueda, Cheryl & Steven Sonoda, Bill Tiffany, Loreen Farr, Stacye Gallo, Debra Evans, Joe & Carolyn Hawpe, Steve Kodama, Seaborn Mercer and Teri Singh.

The Secretary’s minutes from the meeting on Nov. 2, 2009, were reviewed and approved on Nov. 22 via e-mail and posted on the band website. 

Treasurer’s Report: 
  • Current KIS Band Booster funds—Bill reported that the current balance in the account is $10,557. In addition, $440 will be deposited into the account. A bill for $174 still needs to be paid. 
  • Funds for Anaheim Trip--Bill proposed a system for equitably dividing the funds raised for the trip. With things like Auntie’s Ono Cookie sales, each student will receive the profit from what he or she sold. With group efforts, like the HI-5 Recycling Drive and Rummage Sale, perhaps we could divide the revenue equally and apply that amount toward a fixed expense, such as ground transportation during the trip, which will be $159 per person. Additional notes:
  1. The cut-off for fund-raising for the trip will be sometime in February.
  2. The final payment for the trip is due Feb. 12.
  3. We have time to hold two more HI-5 recycling days (Jan. 9 and Feb. 6).
  4. The Jan. 9 event will include a rummage sale. 
  5. Proceeds from the last HI-5 (Nov. 7) were a little lower than the previous month. Several other events (parades as well as Project Grad and church recycling drives) were taking place that morning
Old Business: 
  • “7-11 Coupon Book” Fund-raiser--Sales will begin before Winter Break. Each student will receive a pack of 5 books. Kids can ask Kristi for more books as needed. Sales will continue through Jan. 14. Each student will benefit from his or her own sales. If the student is a 7th grader, the proceeds will carry over for next year. It was suggested that the students sell the books outside Long’s Drugs. The Kailua High students had good success there. However, we would need liability insurance first.   
  • Winter Concert--
    • Plans are underway for the hot dog and chili dinner. Price for a plate dinner with chili, hot dog, bun or rice, and drink is $6. Chips or drinks are $1 each. Single hot dog with bun is $2. We will aim to sell about 150 dinners. Crock pots for chili would be great. We will need two cash boxes—one for bake sale and other for dinners. Bill will bring one cash box with change. Cheryl will bring the other. We’ll need ice and coolers. Steve will pick up ice and file for reimbursement. 
    • Regarding Silent Auction, Dean, who is organizing it, is really sick. We will check with him on the current status of the auction.
    • Cheryl will give Loreen a copy of the KHS letter for soliciting auction items. It can be used as a guide to draft a letter on our letterhead to request donations for an auction at our end-of-the year banquet. (It’s too late to send out a letter for the winter concert auction.) Also, we should check with Dean, since he may have already drafted a letter.
    • Half of the income from the winter concert (bake sale, chili dinner and auction) will go toward the spring break trip to Anaheim and half will go toward the General Fund. 
    • We will need 8 leis for the concert. Laura will get them from Don Quijote.
  • Castle Foundation--Paperwork needs to be finalized and mailed. 
New Business: 
  • HI-5 Recycling & Rummage Sale—Items can be collected and kept in band storage room. It will take about 3 hours to price the items. All proceeds from HI-5 and Rummage sales through February will go toward the trip.
  • Casino Night—Will be discussed at January meeting.
  • Pizza Hut Fund-raiser—Also, tabled until January meeting.
Other:
  • Adding Agenda Items—If anyone has an item they would like to add to the agenda, please call or e-mail Booster President Laura Sueda four days before the meeting. Her number is: 714-743-1088, and her e-mail  address is [email protected]
  • Next Booster Meeting—Monday, Jan. 11, 2010, at 7:30 p.m. in the band room. 
The meeting was adjourned at 9 p.m.

Minutes taken and respectfully submitted by Stacye Gallo.
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